Nairobi Baptist Church
Nairobi Baptist Church, headquartered in Nairobi, was founded in 1956 and comprises six assemblies (branches) across the country, two clinics, and an investment company. The church is supported by a strong pastoral team of 20, backed by over 30 administrative staff.
In February 2022, the church implemented Wemasoft E-Procurement, which introduced a more efficient procurement system. Their setup consists of seven customized workflows, with requisitions being approved at various levels depending on the assembly or department.
Challenges
Before the implementation of Wemasoft, the church experienced several difficulties:
- Approvals were handled manually, leading to delays and inefficiencies.
- Budget checks were performed manually, if at all, risking overspending.
- Limited automated notifications and reminders slowed the process.
- Quote sourcing was manual, making the procurement process slower and less transparent.
Client Requirements
To overcome these challenges, the church needed:
- A system that allows assemblies and departments to raise requisitions electronically.
- Approval workflows starting with the Head of Assembly (HoD) or Head of Ministry (for the head office).
- Budget verification by the budget controller to ensure funds are available.
- Requirement to collect at least three quotes for each requisition.
- Visibility of budget balances, enabling informed approvals by HoDs.
- An affordable and efficient solution.
Key Takeaway
After implementing Wemasoft E-Procurement:
- Centralized Automation: The entire procurement process was automated and centralized, eliminating manual and paper-based workflows.
- Approval Workflow: Customized workflows ensured smooth approval at all levels, including Head of Assembly, budget controller, and senior management.
- Budget Visibility: Budget availability could now be checked and verified before any approvals were made, ensuring financial control.
- PO Tracking: The status of purchase orders (POs) became fully transparent and trackable, improving supplier communication and procurement oversight.